Kilometres sync

Visualcare captures two types of kilometre data: kilometres for client transport (charged to the client and reimbursed to the worker) and kilometres between visits (paid to the worker but not charged to the client). Both types flow into the data export process for billing and payroll.

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Types of kilometres

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KMs for transport

Transport kilometres are recorded by the worker through the mobile app or manually entered in the timesheets area. The column header in timesheets is KM. These kilometres are:

• Charged to the client as part of the invoice export
• Reimbursed to the worker as part of the payroll export

You can override the kilometres entered by the worker from the mobile app if needed. Remember to click Save after making changes.

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KMs between visits

Kilometres between visits are automatically calculated based on the client’s address and the time between shifts. These settings are configured in the Settings → Finance → Kilometre section. These kilometres are:

• Paid to the worker as a reimbursement
• Not charged to the client

In timesheets, the KM No Charge column shows these values after you click the Calc KM button at the bottom of the screen.

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Exporting kilometres

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KMs on invoices (charge to client)

There is no separate KM export for invoicing. Transport kilometres charged to the client are automatically added to the client’s invoice as part of the standard invoice export - when you run Export Invoices on the Data Export page, the KM amounts are included on the invoice.

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KM export for payroll (reimburse to worker)

After you’ve exported timesheets, approved them, and started a pay run in your payroll software, export kilometres from the same Data Export page by clicking Export Timesheets → Export KMs. The process follows the same steps as the standard timesheet export.

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How Calculate KM works

When you click Calc KM, Visualcare uses the Google Maps API to find the quickest route between two addresses. The first time a pair of addresses is calculated, the distance is saved in the database and reused for all future lookups between those same addresses. This means subsequent calculations are instant and don’t call the Google Maps API again.

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KM charge rate showing as $0 on timesheets

If the KM charge rate on a timesheet saves as zero even though the rate in Settings is greater than zero, this is caused by the KM charge rate storage setting. When the setting is configured to Export use KM charge rate above, the timesheet stores a zero rate by design. The export always uses the rate from Settings regardless of the value stored on the timesheet. If you want to see the KM charge rate on the timesheet for reporting purposes, change the setting to store the rate directly on the timesheet. Either way, the exported amount uses the correct rate from Settings.

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Configuring KM between visits settings

Before using Calc KM, set up the kilometres between visits options in Settings → Finance → Kilometre section: Once configured, navigate to Worker Timesheets or All Timesheets and click Calc KM. Google Maps calculates the distance between consecutive shifts. The first shift of the day is skipped. Click Save Changes to apply. The KM between values are then included in the next data export.

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Running into issues?

See Finance troubleshooting for common errors and fixes.

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